Privacy policy

 

ProShift HRMS Portal (“ProShift”, “we”, “our”, or “us”) respects your privacy and is committed to protecting personal information processed through our HRMS platform.

This Privacy Policy explains how we collect, use, disclose, store, and protect information when employers, employees, administrators, recruiters, and other authorized users access or use the ProShift HRMS Portal.

1. Information We Collect

We may collect and process the following categories of information:

 

a. Personal Information
  • full name
  • date of birth
  • gender
  • email address
  • phone number
  • residential address
  • emergency contact details
  • employee ID and job-related details
  • profile photo
  • identity and verification documents where applicable
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b. Employment Information
  • designation and department
  • manager and reporting structure
  • joining date and work history
  • salary and compensation-related records
  • leave balances and attendance records
  • work schedules and shift assignments
  • performance-related records
  • onboarding and offboarding details
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c. Account and System Information
  • username and login credentials
  • IP address
  • browser type and device information
  • login activity and audit logs
  • system usage data and preferences
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d. Documents and Uploaded Content
  • resumes and CVs
  • offer letters, contracts, and policy acknowledgments
  • payroll documents
  • tax and compliance records
  • certificates and supporting documents
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2. How We Collect Information

We may collect information:

  • directly from users
  • from employers or administrators on behalf of employees
  • through automated technologies when the Platform is used
  • from integrated third-party systems or service providers

3. How We Use Information

We use the information we collect for purposes such as:

  • creating and managing user accounts
  • employee lifecycle management
  • attendance, leave, and shift administration
  • payroll support and HR operations
  • communication and notifications
  • recruitment, onboarding, and document management
  • generating reports and analytics
  • maintaining security, audits, and compliance
  • improving platform performance and user experience
  • complying with legal and regulatory obligations
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4. Legal Basis for Processing

Where required by applicable law, we process personal data on one or more of the following grounds:

  • performance of a contract
  • compliance with legal obligations
  • legitimate business interests
  • consent, where required
  • employment-related obligations and rights
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5. Data Sharing and Disclosure

We may share information with:

  • the employer or organization that provides access to the Platform
  • authorized administrators and managers
  • payroll processors, cloud hosting providers, communication vendors, and other service providers
  • government authorities, regulators, courts, or law enforcement when legally required
  • auditors, advisors, or professional consultants under confidentiality obligations
  • third parties in connection with a merger, acquisition, restructuring, or asset transfer

We do not sell personal information to third parties.

 

6. Data Retention

We retain personal and organizational data only for as long as necessary to:

  • provide the Platform and related services
  • fulfill contractual obligations
  • meet legal, tax, accounting, employment, and regulatory requirements
  • resolve disputes and enforce agreements

Retention periods may vary depending on the type of data, employer instructions, and legal obligations.

 

7. Data Security

We implement reasonable administrative, technical, and organizational safeguards to protect data against unauthorized access, loss, misuse, disclosure, or alteration.

However, no system can be guaranteed to be completely secure, and we cannot guarantee absolute security.

 

8. User Rights

Depending on applicable law, users may have rights to:

  • access personal information
  • correct inaccurate or incomplete data
  • request deletion of data
  • object to or restrict certain processing
  • withdraw consent where processing is based on consent
  • request a copy of data in a portable format

Where the Platform is provided by an employer, some requests may need to be directed to the employer as the primary data controller.

 

9. Cross-Border Data Transfers

Your information may be stored or processed in countries other than your own. Where required, we take appropriate measures to ensure that cross-border data transfers comply with applicable data protection laws.

 

10. Cookies and Similar Technologies

We may use cookies, session storage, and similar technologies for:

  • authentication
  • session management
  • security
  • remembering preferences
  • analytics and platform improvement

Users may be able to control cookies through browser settings, though some Platform features may not function properly if cookies are disabled.

 

11. Children’s Privacy

The Platform is intended for professional and employment-related use and is not directed to children. We do not knowingly collect personal information from children unless permitted by law and necessary for legitimate employment-related purposes.

 

12. Third-Party Links and Integrations

The Platform may contain links to or integrations with third-party platforms. We are not responsible for the privacy practices of those third parties. Users should review the applicable privacy policies of such services.

 

13. Employer as Data Controller

In many cases, the employer or organization using ProShift may act as the data controller, and ProShift may act as a data processor or service provider on their behalf. In such cases, the employer is responsible for determining the lawful basis for processing employee data and providing required notices to employees.

 

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on the Platform with an updated effective date. Continued use of the Platform after such updates means you acknowledge the revised Privacy Policy.